CHALFONT PARK SPORTS ASSOCIATION
MINUTES OF BOARD MEETING HELD ON 30TH JUNE 2003


Those Attending

Alison Spicer (ACS) Peter Banner (PB) Caroline Chipperfield (CDC) Drew Downing (DND)
Bob Hance (BH) Dave Peters (DP) Simon Seabrook (SS) Zoë Scott (ZAS)
Andy Watts (ASJW)


1. Vacant Directors Positions / Sub-Committees

ACS as new Chairman opened the meeting by stating her intentions for tonight’s meeting. ACS felt the main areas that needed to be concentrated on this evening were the filling of the vacant Directors positions and proposed structures of sub-Committees.

1.1 Operations Director (Vacant)

CDC gave a brief summary of the role of the Operations Director as follows:

• Overseeing bar; staffing and management
• Co-ordinate the booking of external events
• Co-ordinate use of the Clubhouse / cricket pitch
• Maintain up to date records of the above.

CDC stated that in line with the recent vote at the AGM if we are intending to pay a Bar Steward then a lot of this work will be delegated to them by the Operations Director, such as keeping the bar and tables etc clean, cleaning the pipes, answering the phone and passing messages of potential / requested bookings to the Operations Director.

There was discussion regarding the requirements of the Club, such as hours, security and rates of pay in line with the Bar Steward / Operations Director positions. CDC stated that with Bogarts being a regular Friday night booking it rules out other bookings for Fridays and that is another night of bookings that cannot be taken, which should make the jobs easier. PB stated that until a decision has been made on our entertainment licence application Bogarts should be closing promptly at midnight. Regarding rates of pay it was agreed that the Bar Steward will be paid on a contractor type basis and they will therefore be responsible for their own tax and national insurance contributions. Security conditions outside the Club will also need to be looked at, eg better lighting, ensuring the CCTV is working. SS stated that the Engineer who installed the CCTV is happy to phone someone at the Club and talk them through how to use it, as apparently Warren Scott has the operating instructions. It was suggested perhaps Martin Cartledge may be available and ZAS agreed to contact him.

On the same basis, CDC suggested it is probably time to review Mrs. Birger’s rates of pay for the hours she puts into the Clubhouse cleaning. CDC also said it was time to invest in a new Hoover for the Club.

ASJW is aware of someone outside the Club who may be interested in the Bar Steward position and he is happy to approach them. CDC and ACS will sit down as soon as possible and put together a job description based on tonight’s discussions and also a proposed rate of pay and get that to ASJW in order for him to speak to the interested party. If they are not interested then adverts should be placed in the Bucks Advertiser and local shop windows.

The Board felt that a deadline date needs to be set for the appointment of these posts and agreed the 31st August 2003.

CDC stated she is away for the next 3 weeks and needs bar cover for the following Bogarts evenings, from 7.00 pm – 1.00 am:

11.07.03
18.07.03
25.07.03

BH volunteered to help on the 11.07.03.

Actions - CDC + ACS to work out exact requirements of Bar Steward position and pass to ASJW
- ASJW to speak to interested party regarding Bar Steward position
- ASJW / ACS if party says the position is not acceptable to put adverts out locally
- ZAS to contact Martin Cartledge re CCTV

1.2 Social and Fundraising Director (Vacant)

ACS stated that she though Adrian Halliday was interested in the position and there may have been some confusion due to Adrian’s not being able to attend the AGM. ACS will be seeing him at the Hockey Committee meeting on the 2nd July 2003 and will discuss it with him then.

1.3 Commercial Director (CDC) and Sub-Committee

CDC stated that while she is trying to get the Operations side of things sorted out and due to having to be away with work for the next 3 weeks she hasn’t been able to start thinking about the commercial aspect of things. The one thing that she has done is approach Chris Blamey regarding possible sponsorship by his Company of the membership cards. CDC intends to meet with Martin White-Junior before he leaves for America to ensure there is some continuity regarding contacts etc, but obviously has not had time to do this yet.

1.4 Finance Director (PB), Assistant Finance Director (DP) and Sub-Committee

Mike Snell has agreed to continue with the membership side of things and Murray Scott is happy to continue with the cricket treasury. DND stated that he would prefer not to carry on with the hockey in line with his new position and Mark Wardman has been suggested as a hockey player who may like to be involved in the finance side.

The Sub-Committee will potentially consist of PB, DP and a representative from both sections to collect and collate the monies and report back up to the Board.

Action - DND to speak to Mark Wardman re hockey finance representative

1.5 Community & Astro Project Director (ASJW) and Sub-Committee

SS, Warren Scott, Tony Eude, Neil Turner and John Spicer have all volunteered to assist with the astro project and he ASJW is classing them as his Sub-Committee. Other than this he has nothing to update.

PB stated that a letter had gone to Tesco regarding their support and himself, ASJW and Sue Tanner would all need to visit them to give a presentation.

Regarding the advertising boards round the picket fence, PB stated that this had formally been turned down by the Council and he would be sending a revised plan to them on the 1st July 2003. The revised plan would consist of the removal of any advertising boards from the line of sight of the golf course / green belt area rather than the original 2/3 around the fence plan. Further the summer / tree situation would be brought to the attention of the Council.

1.6 Hockey Director (DND) and Sub-Committee

There is currently no plan as to what will happen with the current Hockey Committee. The next meeting is Wednesday 2nd July 2003 and ideas for a restructure will be discussed then. ACS (as Hockey Chairman) intends to throw it open to the Committee for ideas / suggestions. If there is any major restructure of the Hockey Committee it is likely that an EGM will have to be called for it to be voted on.

1.7 Cricket Director (Vacant)

Unfortunately no one in the Cricket Section is currently willing to take on the Cricket Director role, so they are only being represented by DP as a cricket member himself.

1.8 Veterans Football Team

SS stated that the Veteran’s Football Team still have their social subs outstanding (agreed at £25 per person, currently about 15 people). A meeting needs to be arranged between ACS and Rory Staunton to discuss the possibility of them becoming another playing section of the Club and being fully represented on the Board. ACS agreed this was a good idea.

Action - SS to give Rory Staunton’s contact details to ACS


2. Any Other Business

ACS then opened the meeting for any other business for all Board members:

2.1 Zoë Scott

2.1.1 Loan Scheme Agreement

ZAS stated that BH had passed her the details of the Scheme Agreement, but would like to know how often the draw was made, who makes the draw and how it is publicised to club members that it has been made.

SS explained that the draw is made every 2 ½ months, usually at one of the social events, by Peter Colwill with a Director present. He stated that we are overdue for a draw to be made. Regarding publicity all members entering into the loan agreement are e-mailed when a draw has taken place. ZAS suggested that it may also be worthwhile putting something into the newsletter stating when a draw has been made because other club members are interested to know how the repayments are progressing. It was suggested that they do not need to know as they do not participate in the actual scheme. After some discussion it was agreed that a notice would be put into the newsletter after each draw, as members like to keep up to date with the club’s financial arrangements even if they are not members of the scheme.

2.1.2 Contact Sheet

ZAS has asked all Board members to complete a contact sheet for her assistance and asked if they would like a copy, which they agreed they would.

Action - ZAS to distribute contact sheet to all Board members

2.1.4 Board Minutes

ZAS stated she had printed the bullet point lists off the website but would like PB to supply her with last months full Board meeting minutes. PB agreed to do this.

Action - PB to send last months minutes to ZAS

2.1.3 Social Requirement E-Mails

ZAS asked if it is now her responsibility to send out the social e-mails on behalf of the Operations Director as this is something that Simon Gooch has done in the past. CDC thought this may be the case but thought it would be best to check with Simon first. If this is the case she needs to obtain an up to date members list (to include the Cricket Section) from either Simon or Mike Snell.

SS stated that Simon will be able to provide ZAS with all legal documents as he holds them.

Action - ZAS to speak to Simon Gooch re social e-mails / full membership list / legal documents

2.1.4 Board Meeting Format

ZAS asked if Board meetings generally take the format that the Hockey Committee meetings take, eg agenda sent out in advance and action sheet required with minutes. ACS confirmed that is how she would like the Board meetings to run. ZAS stated therefore she would like any agenda points by the Monday prior to the meeting in order for her to mail out the agenda that night.

2.2 Caroline Chipperfield

2.2.1 Housekeeping

CDC stated that the state the Clubhouse is being left in is getting worse, people are not tidying up after them at the end of the night, leaving dirty glasses out and behind the bar in a disgusting state. Further the bar is being left open and unattended by the cricketers and this needs to be stopped. It was suggested that ACS should send an e-mail to all club members reminding them of the need to keep the Clubhouse clean and the bar needs to be looked after properly. ACS was unwilling to send something to the whole membership as this is something which was addressed directly to the Hockey Section when the situation initially became bad over the winter and they improved towards the end of their playing season. ACS asked DP to report back the Board’s concerns to the cricket section for them to improve. If this doesn’t happen then she will send a mail to the club membership.

Action - DP to raise housekeeping matters at next cricket meeting

2.2.2 Keys

CDC stated that all Board members should have keys, however there are currently about 30 keys in circulation and she needs to get these back in rather than have new ones cut. ZAS volunteered to sort out collecting in keys and passing to CDC if CDC will give her the list of people to contact. SS suggested that the key box needs to be moved into the back office and we also need to consider changing the security code for the alarm.

Action - CDC pass list of keys to be obtained to ZAS
- ZAS collect in keys

2.2.3 Social Events

CDC stated she is under the impression that in his social capacity Adrian Halliday is arranging social events, but is not checking that the club is free before announcing dates and she needs better communication from him.

Action - ACS volunteered to speak to Adrian regarding communication

2.2.4 Forthcoming Social Events

CDC reported that the upcoming social events are as follows:

04.07.03 – Bogarts
05.07.03 – Martin Cartledge’s birthday party
18.07.03 – Cricket v Hockey cricket match (members can get in for free on production of their membership cards)
25.07.03 - Presidents Day (CDC would like a list of the Presidents Team to ensure they are not charged an entrance fee)
02.08.03 - Private Meal (bar needs covering)

Action - SS to supply name of Presidents Team in advance if he can obtain one

2.3 Dave Peters

2.3.1 Finance

DP passed round a sheet of accounts figures which he compiles for each Board meeting and there was discussion around regarding the current figures. He stated that it is good that we are attracting regular social events such as Bogarts as this is a large source of revenue for the Club. The current overdraft situation does not look great, although it is getting better, this is because bar takings have been steadily decreasing, although CDC stated this summer is better than last so far.

BH asked if there is any monthly budget plan, which the overdraft situation can be balanced against to ensure we are on track and it doesn’t get worse. PB stated that it is his intention to create a full budget, which will be dependent on his getting a full set of figures.

2.3.2 Monies Outstanding

DP reported that the payment for 2 life memberships that Sam Machin purchased is still outstanding. Also the most recent Budgens bill has not been paid. CDC reported that she is also chasing Budgens, they have the Clubhouse booked for a conference in August and she has told them they cannot have it unless this bill is paid.

2.4 Simon Seabrook

2.4.1 Security Code

SS suggested that the Board consider changing the security code on an annual basis and only key holders are e-mailed / informed of the new code.

2.4.2 200 Club

SS suggested that this is a good way of raising money in the future and suggests the Board looks at folding the current scheme and starting again, to be managed at Board level. Peter Colwill runs the current scheme. ACS reported that this was something that Adrian Halliday had raised at the last Hockey Committee meeting and it had been agreed that it would need Board approval to make the changes.

Action - ACS / ZAS to report back to Adrian and ask him to liaise with Peter Colwill regarding closing the current scheme

2.4.3 Life Members Annual Dinner

SS stated that part of becoming an life member meant there is an annual dinner and this years needs to be held before September 2003. CDC agreed to organise the event, although invitations should come from the Chairman. SS agreed to send the list of Life Members to ACS. SS suggested a draw for the loan scheme should be held at the beginning of the dinner. A date of either 9th or 16th August 2003 was agreed upon, depending on when the Cricket IIs are at home.

Action - - SS to give list of Life Members to ACS
- CDC to organise event

2.4.4 Containers Contract

SS stated that this needed to be looked at as there is money due in September. ACS confirmed that she has seen the contract and it is in hand.

2.4.5 Ground Maintenance Contract

SS stated that this has never been signed and he is aware of an approach from Iver Heath Ladies Hockey to play on our grass pitch over the winter. Depending on what the Board decides in relation to this the contract may need to be reviewed before signing.

There was discussion regarding how this would work with Iver Heath as they are offering an amount of money to hire the pitch and this would not cover the grounds costs as they currently stand. It was suggested that they could be brought in as another independent hockey section with each member paying the £115 subs and then there would be no pitch hire charge. Regarding teas, they would also be charged the £2 per head charge for teas as it was felt inappropriate for them to provide their own teas.

Action - SS to provide maintenance contract to ACS for review before signature
- ACS and Jo Peters to revert to Iver Heath regarding grass pitch hire

2.4.6 Décor / Cleaning of Clubhouse

SS suggested that a couple of Sunday work parties be organised for the Clubhouse to have the small jobs done, key box moved, shelves putting up, outdoor CPSA sign putting up, changing rooms redecorated etc. Board agreed it was a good idea, CDC stated that a list needs to be drawn up of all the jobs and they should then be prioritised to ensure the most urgent get completed first. CDC suggested that Simon Gooch may be best suited to draw up the list as he is most aware of the needs regarding the bar area.

It was agreed if Simon could draw up the list in time for the next Board meeting, the jobs can then be prioritised by the Board, dates set and a notice be put into the newsletter.

Action - CDC to ask Simon Gooch to draw up work list

2.5 Andy Watts

2.5.1 Open Day

ASJW stated that it is the Open Day on the 5th July 2003, he has invited around 30 people including members of the Parish Council, local Netball Club and Chiltern Council. He does not yet know how many people will attend but it will be a relatively informal affair.

2.5.2 Sale of Land at Epileptic Centre

ASJW said he is due to attend a meeting on the morning of Saturday 5th July 2003 regarding sale of land at the Centre, but he doesn’t think it will affect us much. He will report back as necessary.

2.5.3 Marketing – Open Day 6th September 2003

ASJW has contacted the Bucks Examiner and Bucks Advertiser and a half page ad in both is £571.20. He has also contacted the Uxbridge Gazette and for a half page ad in that is £571.20 on its own. After discussion it was agreed that we needed to advertise in the Uxbridge Gazette as well as the 2 Bucks papers, as this would total a circulation of 45,000 readers. ASJW intends to get use the estate agents boards, the cost of which is negligible. He does not intend to put notices in local shop windows, ACS suggested Catherine Watson may do this for him. Regarding putting notices in local schools as ASJW said it was not really good timing as the schools will only have been back for 2 days and it is too short notice. It was suggested perhaps we hold a Junior Open Day later in the year.

ASJW asked for approval to incur costs for newspaper advertising and the Board gave their approval.

2.6 Bob Hance

No AOB from BH.

2.7 Peter Banner

2.7.1 BBQ

PB asked what the situation was regarding the naming ceremony at the BBQ. SS stated that he felt the BBQ should be cancelled as there are so many local BBQs in July and it should be done at the Life Members Dinner. Margaret Cornish and Paul Warren should therefore be invited to the Life Members Dinner.

2.7.2 Loan Scheme Certificates

PB asked what had happened to the Loan Scheme Certificates. ZAS stated that BH has passed them to her at the AGM. BH stated that he had handed out a few at the AGM, and ZAS asked if she needed to post the rest out. It was agreed they should be posted.

Action - ZAS to post out Certificates

2.7.3 Cricket Curry Nights

PB asked whether anything had ever materialised regarding the cricket section holding regular curry nights for fundraising. No one seemed aware of this suggestion and DP agreed to speak to Matt Stevenson for clarification.

While on the subject of curry / bbq nights, CDC asked if the large BBQ belonged to the Club as she has received a request for an external party but they would need to hire a BBQ. SS confirmed it did belong to the Club.

Action - DP to speak to Matt Stevenson re curry nights

2.8 Drew Downing

2.8.1 AGM

DND asked if there was any reason for the AGM being held so long after year end. SS replied that the previous year and this year it had had to be pushed back due to the building commitments, accounts etc. SS stated that there was no reason why it cannot be brought forward next year, as long as it is held before 30th June each year.

2.8.2 Year To Date Figures

DND asked in light of the long period of time since year end whether we would be being provided with year to date cash figures. CDC stated that PB had put some comparisons together and DP stated that the VAT returns were completed each quarter so they are available. PB however thought it was important to put together a budget for 2003/2004 which can be reported on. If there is opportunity to put together YTD figures he will do, but feels that the 03/04 figures take precedence. ACS agreed that she didn’t want to put too much extra work on the Finance Team, especially bearing in mind how long the compilation of figures takes.

2.8.3 Finance Combination

DND asked if the Barclays account was the main Club account and whether it was the intention to close all the other accounts and combine the monies into the one account. DP stated that the Finance Sub-Committee would need to sit down once formed and work out the best approach.

2.9 Al Spicer

2.9.1 Name Change

ACS has received an e-mail from Warren Scott, following on from the talk of divisions between the 2 sections at the AGM, suggesting the hockey section change its name to Chalfont Park Hockey Club and they will then be playing under the same name as the cricket section.

ACS stated that when the Hockey section was formed there had been a lot of discussion regarding the name and it was felt it was good to have Amersham in the name as it will attract players from the Amersham / Chesham area. It was agreed to be a potentially good idea, but felt that it would be best to see how the single Board and single subs went this season. Perhaps changing the name could be looked at in more detail in the future if it was felt it was still required.

Before the meeting closed ACS reiterated how important it was to secure people for the vacant Director positions and asked if anyone had any brainwaves to contact other Board members for discussion.

3. Date and Time of Next Meeting

The next meeting will be held on Wednesday 30th July 2003 at 8.00 pm. It was agreed that it is easier to attend meetings if they are set in the same pattern, so it was agreed they will be the last Wednesday of each month at 8.00 pm.

ZAS asked that all agenda points are with her by Monday 28th July 2003 in order for her to e-mail out an agenda in advance of the next meeting.